Legacy Staffing has partnered with a long-standing university in Northeast Ohio seeking a Department Assistant for University Technologies.

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POSITION OBJECTIVE

Working under general direction, provide diverse administrative support to members of the University Technology (UTech) executive leadership team (e.g., the Chief Information Officer, Assistant Vice Presidents, Senior Directors, the Chief Information Security Officer, and the Executive Aide). Key responsibilities include high-level support for coordinating meetings and executive schedules, office reception and management, documentation creation and management, and financial functions. This position will be involved with more complex difficult matters.

ESSENTIAL FUNCTIONS

1. Facilitates communications between department and the university. Maintain executive and division calendars and organize meetings for senior level staff. Coordinate logistics for in-person and remote meetings (e.g., rooms, parking, video requirements, refreshments, etc.) for individuals and groups (small and large). Initiate and compose accurate correspondence related to division activities and scheduling. Prepare meeting materials for distribution. Attend various meetings, create/compile and distribute meeting notes. (20%)

2. Perform diverse duties of an administrative/clerical nature requiring accuracy. Ensure overall smooth functioning of the office. Assist executive leadership team by researching and booking travel arrangements and providing travel expense documentation/reimbursement. Initiate and follow up on routine correspondence. Prepare presentation materials. Maintain and process confidential information. Manage information storage and retrieval (paper and electronic information). Undertake assignments, some of which may be long-term and require the individual to rely on own resources in task accomplishment. Update and maintain databases such as mailing lists, contact lists, etc. Monitor department website for currency and accuracy and work with staff to update as needed. Organize and plan special events, programs, and internal communication efforts. Process and direct mail and incoming packages or deliveries. Suggest changes to office task workflow to improve efficiency. (25%)

3. Perform bookkeeping and accounting functions (of internal records related to non-salary items) including: maintaining accounting/bookkeeping records for assigned department speedtypes; performing daily posting to division ledgers, verifying expenses and income, reconciliation of monthly financial statements, etc.; preparing or assisting in preparing budgets, budget analysis/forecasting, expense reports as directed by management; verifying the accuracy of information on reports; identifying errors and initiating paperwork for the necessary correction per division/university procedures; preparing purchase requisitions, journals, invoices, deposits, client billings and other documents as required; working with vendors for pricing and information quotes; may authorize routine business unit expenditures; assisting in completing payments and controlling expenses by receiving, processing, verifying and reconciling invoices; monitoring discount opportunities, verifying correct PO number on invoices, resolving purchase order, contract, invoice or payment discrepancies; working with appropriate parties to revolve issues; managing information storage and retrieval (paper and electronic information) relative to financial information for the business unit for current and closed accounts. (20%)

4. Provide office reception. Answer, screen and direct calls, relay messages to staff and take messages when appropriate. Arrange for campus parking when appropriate. Utilize knowledge about the services and functions of the office/division in order determine how best to assist callers and visitors. Greet visitors upon arrival. Ensure comfort, then escort them to the appropriate meeting room or staff office (or contact host staff member). (15%)

5. Facilitate department events and activities. Develop and maintain contacts with various university departments and external partners, e.g., vendors, affiliates, community partners. Engage with others in the university relative to department work. Communicate effectively with all levels, e.g., senior-level administration, staff, students, faculty. (10%)

6. Maintain inventory of office and refreshment supplies. Ensure office equipment is properly maintained and serviced. (8%)

NONESSENTIAL FUNCTIONS

1. May assist in supervising junior level clerical hires and student workers. (2%)

2. Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with staff including the senior leadership of the division. The nature of these interactions will be furnishing and receiving information.

University: Daily contact with other university departments, such as Procurement, Controllers Office, administrative staff. The nature of these interactions will be furnishing and receiving information.

External: Regular contact with visitors and vendors to exchange information.

Students: Some contact with students to exchange information.

QUALIFICATIONS

Experience: 5 years of related administrative experience required including bookkeeping or general accounting and using personal computers with the current operating version. Prefer experience with educational organization. Prefer experience with HR and procurement policies and procedures in a university environment preferred.

Education/Licensing: High school education required. Associate's degree in accounting, management or more education is preferred. Intermediate to Advanced level coursework in Microsoft Office Products, particularly with regards to Excel and PowerPoint is required. MS Office Specialist Core certification or MS Office Specialist Expert certification is preferred.

REQUIRED SKILLS

1. Excellent project management skills.

2. Strong budget management skills including bookkeeping skills and the ability to prepare a detailed statement of financial projections for the business unit. This includes the ability to assemble financial data and convey data effectively to management.

3. Strong computer skills – Advanced features of current versions of Microsoft Word, Excel, PowerPoint, required. Windows 10 or higher. Internet research abilities. Knowledge of Visio preferred. Ability to quickly learn to use new devices and software.

4. Experience with financial systems. Prefer experience with PeopleSoft HCM and Financials system.

5. Advanced experience with Google Workspace.

6. Strong knowledge, understanding of and compliance to university policies and procedures.

7. Strong ability to work with sensitive information and maintain confidentiality.

8. Ability to pay particular attention to detail, particularly in accounting functions. Excellent proofreading skills required.

9. Strong ability to work with a complex set of standards, procedures and terminology, applying significant attention to detail, accuracy and verification.

10. Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Excellent proofreading skills. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.

11. Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.

12. Ability to develop networks and use them to strengthen internal and external support. Ability to identify opportunities and take action to build strategic relationships between UTech and other university areas, teams, departments, etc., to help achieve business goals.

13. Strong ability to work in a team concert, being able to play the roles of team leader and team player as required. Ability to actively listen and be responsive to verbal and non-verbal clues.

14. Ability to respond to difficult, stressful, or sensitive interpersonal situations in ways that reduce or minimize potential conflict and maintain good working relationships among internal and external customers. The ability to recognize awkward or potentially embarrassing situations that sometimes arise. Awareness of tone and careful choice of words, while at the same time ensuring that the intended message is clear, polite, and readily understood.

15. Ability to look at situations from multiple perspectives, break problems into component parts, and look for underlying causes and think through the consequences of different courses of action.

16. Ability to optimize the use of time and resources to achieve the desired results; effectively plans and organizes work to minimize crises; prioritize appropriately.

17. Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions.

18. Ability to develop in-depth understanding of client needs to be more helpful. The ability to consider how different audiences are likely to respond and choose the best method of communicating the message to each audience. Ability to interact with colleagues, supervisors, and customers face to face.

19. Consistently model high standards of honesty, integrity, trust, openness and respect for the individual. Embrace and champion diversity. Experience working with diverse populations and willingness to support a community commitment to diversity, equity and inclusion. Model and maintain the values of candor, openness and inclusiveness despite internal and external pressures. Recognize and appreciate the impact of emotions on situations and plan and respond accordingly. Interact with others in a manner that is straightforward, respectful and inclusive.

20. Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met.

21. Ability to be flexible to meet the constant changing scope and needs of the department, division and customers being served.

22. Ability to work in a fast-paced environment while managing multiple projects.

23. Ability to keep abreast of new technologies and changes to existing technologies that may impact future operations is required. Strong grasp of technology and how it plays a role in business processes.

24. Ability to meet consistent attendance.

25. Exceptional customer service skills and professional phone manners. Ability to anticipate administrative and support needs of senior leadership to provide timely and effective service.

26. Experience with HR and procurement policies and procedures in a university environment preferred.

WORKING CONDITIONS

Professional office setting. There may be occasional pressure from demanding clients. Due to time constraints, many functions must be completed on set deadlines. Some activities may require working outside of normal business hours. Overtime may be required. Travel between various locations on campus may be required. The position requires typing on a computer keyboard and using a computer mouse and a printer. This position is not eligible for hybrid work.

Job Type: Contract

Pay: $18.00 - $21.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Cleveland, OH 44106: Relocate before starting work (Required)

Work Location: In person